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HomeMy WebLinkAboutAgenda_GWUAB_02.11.2021Notice of Meeting for the Georgetown Water Utility B oard of the City of Georgetown F ebruary 11, 2021 at 2:20 P M at Virtual T he C ity of G eorgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require as s is tance in partic ipating at a public meeting due to a disability, as defined under the ADA, reas onable as s is tance, adaptations , or ac commodations will be provided upon request. P leas e c ontact the C ity S ec retary's O ffic e, at leas t three (3) days prior to the sc heduled meeting date, at (512) 930-3652 or C ity Hall at 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626 for additional information; T T Y users route through R elay Texas at 711. Consiste nt wi th Gove r nor Gr eg A bbott’s suspe nsion of var ious pr ovi si ons of the O pen M ee tings A ct, e ffec tive A ugust 1, 2020 and until fur the r notic e, to r educ e the c hance of C O V I D -19 tr ansmi ssion, all C ity of Geor getown Advisor y B oar d mee tings wil l be hel d vir tual ly. P ubli c c omme nt wi ll be allowed via telec onfer ence ; no one will be allowed to appear in pe rson. 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Submit written comme nts to: Tina.Davis@georgetown.org by 10:00 a.m. on the date of the me e ting and the R e c or ding Se cr etar y will r ead your c omme nts i nto the r ec ording duri ng the i tem that is being discussed. 2. L og onto the mee ting at the link above and “r aise your hand” during the item 3. Use your home /mobile phone to call the toll-fre e numbe r To join a Zoom me eti ng, c li ck on the li nk pr ovi de d and join as an attende e. You wil l be aske d to e nte r your name and email addr ess (this is so we c an i de nti fy you whe n you are cal le d upon). To spe ak on an ite m, c li ck on the “R ai se your H and” option at the bottom of the Zoom me eting we bpage onc e that i te m has ope ne d. When you ar e c alled upon by the Re cor ding Se cr etar y, your devic e will be r emotely un-muted by the Administr ator and you may spe ak for thre e minute s. P lease state your name c le arly, and whe n your time is ove r, your devic e will be muted again. Use of pr ofanity, thr eate ning language, slande rous r emarks, or thr eats of harm are not allowed and will re sult in your being immediate ly r emove d from the me eting. Regular Session (T his R egular S es s ion may, at any time, be rec es s ed to c onvene an Exec utive S es s ion for any purpose authorized by the O pen Meetings Act, Texas G overnment C ode 551.) A C all to O rder. T he Board may, at any time, recess the R egular S es s ion to convene in Executive S ession at the request of the C hair, a Board Member, the C ity Manager, As s is tant C ity Manager, Direc tor of Water Utilities , C ity C ounc il Member, or legal counsel for any purpose authorized by the O pen Meetings Act, Texas G overnment C ode C hapter 551, and are subject to ac tion in the R egular S ession that follows . B Virtual C onferenc e ins tructions, to include options for public comments and how the public may address the C ommis s ion - C hels ea S olomon, Water Utility Direc tor Page 2 of 17 C Monthly report from Water Utility Direc tors P ublic Wishing to Address the B oard O n a s ubjec t that is posted on this agenda: P lease fill out a speaker regis tration form whic h can be found at the Board meeting. C learly print your name, the letter of the item on which you wish to speak, and pres ent it to the S taff Liais on, preferably prior to the start of the meeting. You will be c alled forward to speak when the Board cons iders that item. O n a s ubjec t not posted on the agenda: P ersons may add an item to a future Board agenda by filing a written request with the S taff Liais on no later than one week prior to the Board meeting. T he reques t must include the s peaker's name and the spec ific topic to be addres s ed with sufficient information to inform the board and the public . F or Board Liaison c ontact information, pleas e logon to http://government.georgetown.org/c ategory/boards -commissions /. D At the time of posting, no one was s igned up to speak. Regular Agenda E R eview and pos s ible ac tion to approve the minutes from the November 2020 Water Board meeting - Board Liaison F C ons ideration and possible action to award a c ontract to Keller North America Inc, of C ity, S tate for the rehabilitation of the S outhside C learwell F oundation repair project in the amount of $535,678.00 for all parts . -- Wes ley Wright, P.E., S ys tems Engineering Director E xecutiv e Session In c omplianc e with the O pen Meetings Ac t, C hapter 551, G overnment C ode, Vernon's Texas C odes, Annotated, the items listed below will be dis cus s ed in c los ed session and are s ubjec t to action in the regular s es s ion. G Sec. 551.072: Deliberations about Real P roperty G R EX Water Well Adjournment Motion to adjourn the meeting Ce rtificate of Posting I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of Meeting was posted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a plac e readily acc es s ible to the general public as required by law, on the _____ day of _________________, 2021, at __________, and remained s o posted for at leas t 72 c ontinuous hours prec eding the s cheduled time of said meeting. Page 3 of 17 __________________________________ R obyn Dens more, C ity S ec retary Page 4 of 17 City of Georgetown, Texas Water Utility Board February 11, 2021 S UB J E C T: C all to O rder. T he Board may, at any time, rec es s the R egular S ession to c onvene in Exec utive S es s ion at the reques t of the C hair, a Board Member, the C ity Manager, Assistant C ity Manager, Director of Water Utilities, C ity C ouncil Member, or legal c ouns el for any purpos e authorized by the O pen Meetings Ac t, Texas G overnment C ode C hapter 551, and are s ubjec t to action in the R egular S es s ion that follows. IT E M S UMMARY: C all to O rder - T homas G lab, Board C hair F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: T homas G lab, Board C hair Page 5 of 17 City of Georgetown, Texas Water Utility Board February 11, 2021 S UB J E C T: Virtual C onference instruc tions , to inc lude options for public c omments and how the public may addres s the C ommission - C helsea S olomon, Water Utility Director IT E M S UMMARY: Dis cus s ion on how this virtual conferenc e will be conduc ted, to include options for public comments and how the public may address the C ommission - C helsea S olomon F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: C helsea S olomon, Water Utility Director Page 6 of 17 City of Georgetown, Texas Water Utility Board February 11, 2021 S UB J E C T: Monthly report from Water Utility Directors IT E M S UMMARY: Monthly Updates F rom Water Utility Directors F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: C helsea S olomon, Water Utility Director Page 7 of 17 City of Georgetown, Texas Water Utility Board February 11, 2021 S UB J E C T: At the time of pos ting, no one was signed up to s peak. IT E M S UMMARY: F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: Board Lias ion, Tina Davis Page 8 of 17 City of Georgetown, Texas Water Utility Board February 11, 2021 S UB J E C T: R eview and possible action to approve the minutes from the November 2020 Water Board meeting - Board Liais on IT E M S UMMARY: Board to review, revis e and/or approve the minutes from the November 2020 Water Board meeting F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: Board Liais on AT TAC H ME N T S: Description Type GWUAB Jan 2021 Minutes Backup Material Page 9 of 17 Georgetown Water Utilities Advisory Board January 14, 2021 Board Members Present: Stuart Garner, Vice Chair; Scott Macmurdo, Steve Fought, (joined the meeting at 2:21 PM), Michael Morrison Board Members Absent: Thomas Glab; Board Chair Staff Members Present: Laurie Brewer, Assistant City Manager; Chelsea Solomon, Director of Water Utilities; Leticia Zavala Jones, Customer Care Director; Wesley Wright, System Engineering Director; Leigh Wallace, Finance Director; Mike Welch, Treatment and Regulatory Manager; Michael Hallmark. CIP Manager; Chris Pousson, Project Manager; Mayra Cantu, Management Analyst; Cindy Popisil, Customer Care Manager; Katherine Clayton, Budget Analyst; Tina Davis, Board Liaison Regular Session (This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A.Call to Order - Meeting was called to order by Vice Chair at 2:00 PM After the meeting was called to order Wright stated he would like to provide follow up and clarification on a Board Members participation on an item they have recused themself from. It was clarified with Legal, any Member recusing themself from an item may not participate in any discussion or vote on the item. B.Virtual conference instructions, to include options for public comments and how the public may address the Commission – Chelsea Solomon -Solomon explained the participation process for the public (no one signed up to speak) and the Board, everyone must state name before speaking, Chair will do roll call for votes by name) No further questions or discussion. C.Review and possible action to approve the minutes from November, 2020 meeting. Davis states recording from November meeting no longer available to transcribe meeting outside of Directors Report. There is a record of votes on each item. Motion to approve minutes by Morrison, Seconded by Macmurdo. 3-0-2 (Glab absent, Fought not present for this vote-logged in at 2:21 PM) D.Monthly report from Water Utility Directors -Utility Directors gave department updates: Jones (Customer Care) reports additional 414, residential customers, collecting over 77% of advanced meter infrastructure (AMI), 23 % of automated City of Georgetown, Texas Georgetown Water Utility Board Meeting Minutes Thursday, January 14, 2021 at 2:00 p.m. Virtual Page 10 of 17 Georgetown Water Utilities Advisory Board January 14, 2021 meter readings (AMR). Average Water Bill FY2020 $43.51, FY2021 residential is $55.78, all customers $63.69. Aged Receivables report for Water AR shows decrease because Blanchard Water Contract was billed back in October. They changed which part of their company was making payments. Took awhile for Customer Care to get the billing to the right people after updating records. Payments were made in December resulting in receivables being lower. Morrison asked for clarification on dates for FY2020-FY2021. Jones states, FY runs from October 1st – September 30th. FY2020 is October 2019 - September 2020. FY 2021 is October 1st, 2020 - September, 2021. Finance; Wallace reports FY2020 4th Quarter Financial Report is preliminary and unaudited. Currently going through external auditing process with outside firm. City as a whole and Water Fund ending FY2020 in strong financial condition due to many uncertainties we’ve experienced. Water experiences a lot of growth in our service territory. Overall revenue for the FY totaled $98 million or 115.2 % of budget. Total Operating Revenue totals, $88 million or 116% of budget. Year to date expenses in the Water Fund total $64.5 million or 43% of budget. Capital Recovery Fees finished 8% higher than budget or projection. Operating expenditures, $45 million or 92% of budget. The return on investment totaled $815K. Non operating revenues, (bond proceeds) are about $9.3 million, sale of assets $735. Non operating expenditures, Capital Improvement Program (CIP) $13 million or 13% of budget. Approximately $86 million rolled from FY2020 to FY2021 for CIP projects. Discussion on incumbered revenue and status of AA minus combines ratings for Water and Electric. Wallace states City of Georgetown did not seek new rating, will in the future. Operations; Solomon reports peak day productions for 2020 was 42.87 million gallons in August compared to 2019, it was 41.7 million. Peak day production for December was 30 million. Wastewater capacity is 8.5 with an annual production of 5.4. Solomon states Dove Springs had an agreed order and had three months in which it had violations. The violations will cost approximately $7K. Morrison asked what the total flow capacity of Dove Springs is. Welch answers, dry weather 1.3. Macmurdo asked if there were any downstream impacts to learn from. Welch confirms we did not pollute the stream. Morrison asked how long it took to accrue the fine. Welch says it is a one-time administrative fine. Solomon says our legal team thinks it’s best to do the improvements, pay the fine and move on. No further discussion on agreed order. Solomon says we will be taking a contract to Council. City of Leander had a catastrophic failure at their intake structure, causing them to lose intake flow to their Water Treatment Plant. We have a connection point near HWY 29 and Ronald Reagan where we can feed them water. Rancho Sienna use to be ours until we transferred the customers to Leander earlier this year. The contract will last 100 days. Not an action item, will take emergency contract to Council. Systems Engineering; Wright states he will talk more about CIP Projects in March/April timeframe. One being the potential improvements at Dove Springs. On design at Cimarron Hills WWTP Expansion, Berry Creek Interceptor and San Gabriel Interceptor. In design at South Lake Water Treatment Plant. Approximately 30% into project. Could be bid in 2021 or early 2022. One easement to get foe Shell Road Waterline. Possible bid this spring. In Design on South Lake WTP. We are 30% on it. Could bid 2021, early 2022. One easement left to get for Shell Road Waterline. Page 11 of 17 Georgetown Water Utilities Advisory Board January 14, 2021 Plans to bring to bid this Spring. Hoover Pump Station was put on hold when COVID hit, hopes to bring this to bid it this spring or early summer. Need to do pilot study on Southside WTP Rehab. Will update Board in monthly Directors Report. Design completed on Lakeway Blvd 16” water lime. Construction phase, San Gabriel Park Lift station underway. San Gabriel WWTP did major CIP work. working great. Southwest Bypass Waterline, work will get started this week. Northlake Pump Station moving along well. Pumps are on the way. Pre-con scheduled next week for Northlake Pump Station. Cunningham ready to get on site. Hope to have it ready in 2023. E. At time of posting, no one signed up to speak on an item. F. Consideration and recommendation to approve and award a contract for the construction of the Leander Water Connection Improvements Project to Joe Bland Construction, LP of Austin, TX, in the amount of $290,500.00 -- Wesley Wright, P.E., Systems Engineering Director / Michael Hallmark, CIP Manager. Wright states we entered into a contract with Leander to take peak demand water in the summer of 3 million gallons a day to give us time to get South Plant up and running. To make inner connect we need to install a mechanically controlled butterfly valve, check valve and a meter. The low bidder (Legion Development) is capable but they did not meet our bid specs. (to have experience working over the Edwards Aquifer) Joe Bland is 2nd lowest bidder. Wright agreed to work with Legion Development to give them the opportunity to get Edwards Aquifer experience. work with the City for experience. Legal recommends we award bid to Joe Bland. The price is about $ 9K more. Discussion on future qualifications needed. Motion to approve recommendation to award Joe Bland Construction as stated by Morrison, Seconded by Macmurdo. 4-0-1 (Glab absent) Adjournment Motion to adjourn by Macmurdo, Seconded by Morrison. The meeting adjourned at 3:06 PM Thomas Glab, Chair Secretary Board Liaison Page 12 of 17 City of Georgetown, Texas Water Utility Board February 11, 2021 S UB J E C T: C onsideration and pos s ible ac tion to award a contrac t to Keller North Americ a Inc , of C ity, S tate for the rehabilitation of the S ouths ide C learwell F oundation repair projec t in the amount of $535,678.00 for all parts. -- Wesley Wright, P.E., S ystems Engineering Direc tor IT E M S UMMARY: T his projec t is for the c ompaction grouting s tabilization of the S outhside C learwell foundation, high s ervic e pump s tation and the membrane proc es s fac ility bec ause of settling that has occ urred around the facility. T his also inc ludes all necessary monitoring, survey, struc tural tank ins pection s ervic es and revegetation. T his projec t was advertis ed publicly on January 6th and January 13th. Eleven (11) firms obtained plans form the engineer. O n January 29th at 10:00 we opened one (1) competitive bid. W hile there were eleven (11) plans holders, this work is s pecialized with just a handful of firms that can succ es s fully c omplete this project. As a result of the bid opening, Keller North Americ a, LLC was the s ole bidder on the projec t. C DM S mith has reviewed Keller North Americ an’s bid respons e to verify acc urac y, workload, and bidders experienc e. It was determined through this review that Keller North Americ an’s meets the c ontract requirements and is qualified to be awarded this c ontract. Keller North Americ an’s has s uc cessfully completed several projec ts of this nature S TAF F R E C O MME N D AT IO N S: S taff recommends awarding a contrac t to Keller North Americ a Inc , of C ity, S tate for the rehabilitation of the S ouths ide C learwell F oundation repair projec t in the amount of $535,678.00 for all parts. F IN AN C IAL IMPAC T: F unds for this projec t are available in the Water C I P F und S UB MIT T E D B Y: C hris P ousson AT TAC H ME N T S: Description Type Letter of Recommendation Backup Material Page 13 of 17 9430 Research Boulevard Building I, Suite 200 Austin, Texas 78759 Tel: (512) 346-1100 Fax: (512) 345-1483 February 1, 2021 Mr. Chris Pousson City of Georgetown 300-1 Industrial Ave. Georgetown, TX 78627 RE: Southside WTP Foundation Improvements Recommendation of Award Dear Mr. Pousson: The Southside WTP Foundation Improvements project was advertised for public bid on January 6 and January 13, 2021 in the Williamson County Sun. Through our office, we provided plans and specifications to eleven interested parties, including general contractors, subcontractors, suppliers, and plan rooms. We also provided the Invitation to Bid to qualified specialty geotechnical construction contractors including Keller North America (Hayward Baker Division), Nicholson Construction Company, GeoStabilization International, A.H. Beck Foundation Company, and Superior Grouting Services. On January 29, 2021 at 10:00 a.m., bids were received at the Georgetown Municipal Complex, Purchasing Department, at 300-1 Industrial Avenue, Georgetown, Texas 78626 for the construction of the Southside WTP Foundation Improvements project and then opened and publically read aloud. One bid was received; the name of the bidder and total project bid amount is summarized below: Firm Base Bid Add #1 Add #2 Total Bid 1. Keller North America $473,750 $55,178 $6,750 $535,678 A bid tabulation of all the bid items is attached. The work to be performed requires the services of a specialty geotechnical construction contractor, so we expected a limited number of contractors would respond to this solicitation. We believe that having received a single bid is reflective of the highly specialized nature of the proposed work, market conditions, and the size of the project. The bid amount submitted by Keller North America is just above the engineer’s estimate of $500,000. It is our opinion that the price submitted is reasonable given the proposed work, schedule, and assessment of the risks involved. Page 14 of 17 Mr. Chris Pousson February 1, 2021 Page 2 Keller North America has submitted the required Statement of Bidder’s Experience (Section 00400) documents. Keller meets all the experience requirements of the project and has many active and recently completed projects that are like the proposed Southside WTP Foundation Improvements project work. Keller North America is one of the leading geotechnical specialist contractors in North America. CDM Smith has recent experience working with Keller (formerly Hayward Baker) when they successfully completed a compaction grouting clearwell stabilization project in Round Rock, Texas. Keller has indicated they are ready to proceed with the work. Keller indicates that the work will be performed by former Hayward Baker Division employees (Hayward Baker was previously acquired by Keller) with the experience necessary to complete the project. Keller has local office resources in San Marcos, Texas, and additional Texas-based resources in Little Elm. Keller has also indicated that the geotechnical and structural monitoring services component of the work will be performed by Geo- Instruments, a Keller affiliate company. Schedule Issues As you know, the Southside WTP Foundation Improvements project is scheduled to begin in late- March 2021 and be substantially complete in June 2021, prior to the July 2021 scheduled start of the Southside WTP Membrane Replacement Pilot Study. The clearwell foundation improvements must also be completed prior to the future Southside WTP Clearwell Roof Replacement project expected to be constructed between November 2021 and February 2022. The Southside WTP Foundation Improvements construction contract has been structured so that the Contractor completes the clearwell tank leveling and stabilization portion of the project within 60 days (est. end May 2021), so that the WTP can be put back in service in time for the upcoming pilot study effort. The remaining contract work activities can continue while the WTP is in operation. Page 15 of 17 Mr. Chris Pousson February 1, 2021 Page 3 Recommendation of Award The lowest and responsive bid was submitted by Keller North America. We recommend award of the Base Bid plus Additive Bid Item No. 1 and Additive Bid Item No. 2 for a total bid price of $535,678. Our evaluation of the experience, reputation, and financial condition of Keller North America indicates that they can complete the work required. Therefore, we recommend the award of a contract for construction of the Southside WTP Foundation Improvements to Keller North America in the amount of $535,678. Sincerely, Ana Karamalegos, P.E., BCEE CDM Smith Inc. TBPE Firm Registration No. F-3043 cc: Wesley Wright, P.E., City of Georgetown Allen Woelke, P.E., CDM Smith Gerald Furrier, P.E., CDM Smith Attachment Enclosed Page 16 of 17 CITY OF GEORGETOWN SOUTHSIDE WTP FOUNDATION IMPROVEMENTS BID TABULATION BASE BID AMOUNT (BASE BID ITEM Nos. 1 - 22) Bid Item Item Description Estimated Quantity Unit Price Amount 1 Mobilization/ Demobilization, Insurance, Bonds, and Related Expenses not to exceed 5% of Total Bid.1 $ 22,750.00 22,750.00$ 2 Storm Water Pollution Prevention Plan (SWPPP) and SWPPP Implementation, including installing the stabilized construction entrance, silt fence, and other required temporary sedimentation and erosion control best management practices as required by the SWPPP plan, complete in place as detailed and specified. 1 $ 7,500.00 7,500.00$ 3 Furnish and install the compaction grouting improvements for Work Area 1 (Clearwell Tank), complete in place as detailed and specified.1 $ 210,000.00 210,000.00$ 4 Furnish and install the compaction grouting improvements for Work Area 2 (High-Service Pump Station),complete in place as detailed and specified. 1 $ 44,000.00 44,000.00$ 5 Furnish and install the compaction grouting improvements for Work Area 3 (Membrane Process Facility), complete in place as detailed and specified. 1 $ 73,000.00 73,000.00$ 6 Furnish and install site re-vegetation, complete in place as detailed and specified.1 $ 5,500.00 5,500.00$ 7 Furnish and install all remaining work items to complete the foundation improvements, including all monitoring activities, survey work, and structural tank inspection services not specifically listed in other bid items as well as all required submittals and Clearwell Improvements, complete in place as detailed and specified. 1 $ 61,000.00 61,000.00$ 8 Allowance to be used as directed by Owner for additional site improvements, landscaping, miscellaneous modifications, and/or for additional drilling, compaction grout installation and void space filling based on the unit cost listed in the bid items above. 1 $ 50,000.00 50,000.00$ - ADDITIVE BID ITEM No. 1 Bid Item Item Description Estimated Quantity 1 Furnish and install the compaction grouting improvements for Work Area 4 (subsurface karst voids in the rock), complete in place as detailed and specified. 1 Bid Item Item Description Estimated Quantity 1 Disinfection the Clearwell Tank in accordance with Specification Section 01656, complete in place as detailed and specified.1 ADDITIVE POSSIBILITIES - - - $ 6,750.00 Lump Sum January 29, 2021 Keller North AmericaBidders Total Base Bid + Additive Bid Item Nos. 1 & 2 $ 535,678.00 Total Base Bid + Additive Bid Item No. 2 $ 480,500.00 Total Base Bid + Additive Bid Item No. 1 $ 528,928.00 $ 55,178.00 P P $ 473,750.00 Total Base Bid (Item Nos. 1-8) $ - ADDITIVE BID ITEM No. 2 P Acknowledged all Addenda Provide Bid Security (5%) Provide Information from 00400 Lump Sum Page 17 of 17